Presentation on theme: "1 Vendor RFP - Event User Guide. 2 Minimum System Requirements Internet connection - Modem, ISDN, DSL, T1. Your connection speed determines your access."— Presentation transcript:
3 2. Open for Bidding3. Close 1.Preview - Vendors prepare to participate in the bidding event by reviewing requirements, terms, and attachments. Download and complete appropriate documents. Submit questions via Q&A Board. 2.Open for Bidding –Vendors prepare to participate in the RFP event by reviewing questions and attachments (if any). Vendors download and complete appropriate documents, prepare responses and submit final responses and upload requested documents (if any). Vendors can revise responses, if necessary, any time during Open for Bidding period. 3.Close – Purchasing Analyst evaluates all responses and the event is closed RFP Response Process 1. Preview
4 Open for Bidding Period Close Contents Preview
5 Step 1: Accessing the MyFloridaMarketPlace Solicitation Tool 1.Go to www.myfloridamarketplace.comwww.myfloridamarketplace.com 2.Click on Additional Vendor Information OR go toAdditional Vendor Information 3.Click on MyFloridaMarketPlace (Sourcing) https://sourcing.myfloridamarketplace.comMyFloridaMarketPlace (Sourcing)
6 Step 2: Finding the Event The first page you will see when you login is the RFX List page. This page will provide a list of State of Florida agencies. Next to each agency there is a number. This number indicates how many events the agency currently has posted for your viewing and/or responding. Note: Depending on the number of events you are invited to, you may not see this page. If you are invited only to one event, you will be directed to the RFX Info screen of the event you have been invited to. Please refer to the RFX Info screen. Preview ILLUSTRATIVE
7 ‘Click’ on the department name link that invited you to participate. For the RFP choose the Agency (Example Department of Management Services) Step 2: Finding the Event (cont.) ILLUSTRATIVE Preview
8 This page lists all of the current events existing with the Agency (Example Department of Management Services). ‘Click’ on the event you want to participate in. ( Example the DMS RFP for Audio-Visual Equipment and Services) Step 2: Finding the Event (cont.) ILLUSTRATIVE Preview
9 Information regarding the entire event. Note: Some sections may contain attachments where you can download documents related to the event. Step 3: Reviewing the Event – RFX Info Preview
10 Step 3: Reviewing the Event – Viewing Attachments 1.) ‘Click’ on the hyperlinks to review attachments. 2.) ‘Click’ “Save this file to disk” to download the attachments, or “Open this file…” to open it in a browser window. Preview
11 Step 3: Reviewing the Event – Viewing Items Preview Information regarding the items included in the event.
12 Details of past submitted responses. Note: You may save draft responses using the “Save” function. These saved responses may be edited during later sessions while there is time remaining in the event. Once responses are finalized, they may be submitted. Submitted responses may also be revised as often as desired while there is time remaining in the event. Submitted responses are not final until time remaining runs out. Only final responses are viewable by the State. Step 3: Reviewing the Event – My Responses Preview
13 Step 3: Reviewing the Event – Suppliers Preview By State law, All Suppliers information is sealed
14 The Rules tab shows the schedule for the event. It communicates when the event starts and closes. Step 3: Reviewing the Event – Rules Preview
15 Step 4: Monitoring the Message Center All activities in the event can be viewed in the Message Center. Note: When you see the yellow envelope flashing it means you have a new message to view. ‘Click’ on the envelope to view new and old messages. Preview
16 Here is an example of Message Center activities. Step 4: Monitoring the Message Center (cont.) Preview
17 ‘Click’ on the Q&A Board. You will have the ability to submit questions electronically regarding a solicitation if the solicitation has been set up to allow a "Preview" period. The Clock will always show the time remaining to submit a response. Step 5: Submitting Questions Preview
18 When you ‘click’ the Q&A Board button, a new window will open where you may ask questions regarding the solicitation. ‘Click’ the Ask Question button to ask a question. Step 5: Submitting Questions (cont.) Preview
19 1 - Enter your question (s). Note that multiple questions maybe submitted in one box 2 - ‘Click’ OK to submit. Step 5: Submitting Questions (cont.) Preview
20 When you submit questions using the Q&A Board, you will only see your organization's questions, not your competitors. The State will compile all questions from the Q&A Board, answer the questions, and post the answers to all vendor question as an attachment within the tool. The Message Center will alert you when a revision to the tool (i.e. Q&A Answers posted) has been made. Step 5: Submitting Questions (cont.) Preview
21 Open for Bidding Period Close Contents Preview
22 Step 1: Preparing Bids Open for Bidding There are two ways to enter bids / responses within the MyFloridaMarketPlace Sourcing tool: Online Bidding (see pages 21 through 29 in this section) Vendors have the ability to directly input bid / response details in the MyFloridaMarketPlace Sourcing tool Excel Bidding (see pages 30 through 42 in this section) Vendors enter bids / responses into provided Excel spreadsheet and import spreadsheet content into the Sourcing tool
23 Step 1: Preparing Responses When you are ready to submit a response, ‘Click’ on the Prepare Response button. The Clock will always show the time remaining to submit a response. Open for Bidding ONLINE BIDDING
24 Open for Bidding Step 1: Preparing Responses – RFX Info The RFX Info stage of the response process provides the ability to submit responses to various questions. ONLINE BIDDING
25 In this example, you are required to upload required forms as attachments. Open for Bidding Step 1: Preparing Responses – Uploading Files ONLINE BIDDING
26 Step 1: Preparing Responses – Response Field Types Long Text Fields (type up to 4,000 characters, or approximately two full double- spaced pages) Checkboxes (‘click’ one or more) Dropdowns (‘click’ only one) Dollars (type numeric values only) Open for Bidding ONLINE BIDDING
27 In this example, you would enter the actual dollar values for each lot in the “Enter Values” section. ‘Click’ Next when finished. Open for Bidding Step 1: Preparing Responses – Items ONLINE BIDDING
28 Open for Bidding Step 1: Preparing Responses – Submitting Summary page provides a view of your overall response. ‘Click’ Submit if you are finished. ‘Click’ Prev. button if you would like to edit your response. ONLINE BIDDING
29 Read the response submittal text and ‘click’ on the OK button. Note: When clicking OK, your response will be transmitted to the State. This response can be revised as long as times remains in the Open for Bidding period. Only the last response is viewable by the State. Open for Bidding Step 1: Preparing Responses – Submitting (cont.) ONLINE BIDDING
30 Step 1: Preparing Bids-Exporting/Saving When you are ready to enter your bids, download the Excel bidding spreadsheet by Clicking on the Open RFX in Excel. The Clock will always show the time remaining to submit a bid. Open for Bidding EXCEL BIDDING
31 EXCEL BIDDING Open for Bidding Step 1: Preparing Bids – Exporting/Saving You will be prompted to Save or Open the Excel Spreadsheet Click “Save” You will then be prompted to choose a location to save the file in your computer. Choose an easy to remember location on your hard drive and Click “Save”
32 EXCEL BIDDING 1.Locate and open the saved spreadsheet 2.Open the RFX sheet Please note that all cells in Yellow are required fields 1.In the column Answers answer all required information Open for Bidding Step 1: Preparing Bids – RFX Info.
33 Open for Bidding Step 1: Preparing Bids – Entering Bids Open the tab sheet labeled “Bid Data” Enter your pricing or other requested information in the cells provided EXCEL BIDDING Please note that all cells in Yellow are required fields and must be filled out
34 Once You have entered your bid information, save the Excel spreadsheet. Open for Bidding This spreadsheet can then be uploaded into MyFloridaMarketPlace. You will then be able to submit bids for all items at one time. NOTE: Your solicitation may include requirement such ad (text, yes/no and numeric inputs) in addition to pricing. These can be input into the spreadsheet and uploaded as well. Step 1: Preparing Bids – Entering Bids (cont.) EXCEL BIDDING
35 When you are ready to enter your bids, and upload the Excel bidding spreadsheet, return to the solicitation through MyFloridaMarketPlace and ‘Click’ on the Prepare Bid button. Open for Bidding Step 1: Preparing Bids – Importing EXCEL BIDDING
36 Click the “Import Bid Information” Button Open for Bidding Note: Your Bid Excel File can be imported through the RFX info tab or the Items tab Step 1: Preparing Bids – Importing EXCEL BIDDING
37 Open for Bidding Click the “Browse” Button Step 1: Preparing Bids – Importing (Cont.) EXCEL BIDDING
38 Open for Bidding A window will open allowing you to choose the spreadsheet you want to upload. Locate the spreadsheet that contain your bids and click “Open” Step 1: Preparing Bids – Importing (Cont.) EXCEL BIDDING
39 The window will close and you will be returned to the Import page Note the path to your bid sheet is now in the window of Step 3 Click the “Load Response” button Open for Bidding Step 1: Preparing Bids – Importing (Cont.) EXCEL BIDDING
40 Notice now your bids have been entered automatically into the solicitation ‘Click’ Next when finished. Step 1: Preparing Bids – Importing Open for Bidding EXCEL BIDDING
41 Open for Bidding Step 1: Preparing Bids – Submitting Summary page provides a view of your overall bid. ‘Click’ Submit if you are finished. ‘Click’ Prev. button if you would like to edit your bid. EXCEL BIDDING
42 Read the bid submittal text and ‘click’ on the OK button. Note: When clicking OK, your bid will be transmitted to the State. This bid can be revised as long as times remains in the Open for bidding period. Only the last bid is viewable by the State. Open for Bidding Step 1: Preparing Bids – Submitting (cont.) EXCEL BIDDING
43 Step 2: Viewing Responses Open for Bidding To view your submitted / entered responses click on the “My Response” tab.
44 Open for Bidding Step 2: Viewing Responses (cont.) A list of responses will be displayed.
45 Open for Bidding Step 2: Viewing Responses (cont.) A list of bids will be displayed. Click on the bid id number to view the details of the bid submitted
46 Open for Bidding Step 2: Viewing Bids (cont.) - RFX Info. You bid RFX info will appear, click on Items tab to view item bid info. Click OK if you would like to go back to the main solicitation page
47 Open for Bidding Step 2: Viewing Bids (cont.) - Item Info. Your bid Item info will appear, click on RFX Info. tab to view item RFX info. Click OK if you would like to go back to the main solicitation page
48 Open for Bidding Step 2: Viewing Responses (cont.) If Ranking is enabled then Bid ranking of the items will be shown here
49 Open for Bidding Step 2: Viewing Bids (cont.) – Checking Bid Details TIPS: Please remember to double check your bid after submission to validate the completeness and accuracy of your bid within the system. Be sure to check any files you uploaded by clicking on the file name link to validate the availability and readability of the file Vendors have the ability to revise bids submitted up to to the close of the bidding period It is strongly recommended not to wait until the last minute to upload and verify your bid.
50 Step 3: Revising Responses Open for Bidding To revise your response, ‘click’ on the Revise Response button. Note 1: When revising your response you will walk through the same process as the initial submission of your response. Note 2: Revising/entering a new response will “replace” previous response. Only the last response is viewable by the State.
51 Step 5: Bid Closing Once the solicitation is closed for bidding, it is moved to a Pending Selection status. Pending Selection allows the State to analyze all bids, documents, and requirements before making the final award decision. The Message Center will indicate that the Solicitation has stopped accepting bids and is awaiting award selection. Open for Bidding
52 Preview Period Open for Bidding Period Close Contents
53 After the ‘Intent to Award’ process is completed, the State will award the business to the selected bidder (S). A message will be displayed to the winning bidder(s) within the Message Center. Note: The State reserves the right to contact the winning bidder(s) offline. Step 1: Award Notification Message Close
54 Step 2: View Completed Events 1. To view a completed event, ‘Click’ on the History Button. 2. ‘Click’ on the event you want to view. Close
55 Step 3: View Past Responses ‘Click’ on the My Responses tab Close
56 For more information or assistance For all technical difficulties please contact the Customer Service Desk at (866)FLA-EPRO or firstname.lastname@example.org@myfloridamarketplace.com There are several Solicitation help links available on MyFloridaMarketPlace solicitation help https://marketplace.myflorida.com/vendor/vendor_sourcing_help.htm such as: https://marketplace.myflorida.com/vendor/vendor_sourcing_help.htm Vendor FAQ On-Demand Link WinZip FAQ It is strongly recommended not to Waite until the last minute to upload your bid. Notes
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